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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.06.2010MINUTES DEPARTMENT HEAD MEETING JULY 6, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Mark Guy Bill Sheridan Kurt Markegard Jan Faught Sam Painter Nancy Schmidt Shirley Ewan Council Agenda — July 6, 2010 Public Hearing: • Intent to create SID No. 112 Scheduled Matters: • Confirmation of Appointments: o Laurel Airport Authority: Murl Williams to a five-year term ending June 30, 2015 • Resolution No. R10-77: Resolution of the City Council to create a position called the Chief - Emergency Medical Services and to adopt a job description for such position. • Resolution No. R10-79: A resolution of the City Council approving a conveyance of right-of- way easement to Yellowstone Valley Electric Cooperative, Inc. • Resolution No. R10-80: A resolution of the City Council authorizing the Mayor to sign an agreement with Yellowstone County for the processing of headstone orders for the Yellowstone County Veteran's Cemetery. • Resolution No. R10-81: A resolution authorizing the Mayor to execute a two-year contract for City Attorney legal services between the City of Laurel and Elk River Law Office P.L.L.P. • Resolution No. R10-82: A resolution authorizing the Mayor to execute a contract for the Chief Administrative Officer position between the City of Laurel and William Sheridan. • Resolution No. R10-83: A resolution approving Change Order No. 9 with COP Construction LLC for the installation of additional HVAC improvements for the City's Water Treatment Plant as part of the 2009 Water System Improvements Project. Following the public hearing, the council could motion to waive the rule to place Resolution No. R10- 84 to create SID No. 112 on tonight's council agenda. Draft Council Workshop Agenda — July 13, 2010 General items: • Appointments: o Laurel Library Board: Dixie Feller to fill a term ending June 30, 2013 o Laurel Ambulance Service: Dee Miller and Ted Rose Public Works: • Discussion regarding potholes Mayor Olson asked if a non-voting LURA member could reside outside the city limits. He received an e-mail from Shirley McDermott regarding replacing Steve Zeier with Bill Kampfer. Sam will review the requirements. Department Head Meeting Minutes of July 6, 2010 Planning: • Energy Efficiency Block Grant James has not received the grant contracts yet. There was discussion regarding the bus transit service and the need to get insurance coverage and prepare a drug/alcohol policy for the bus drivers. The drug/alcohol policy will be on the July 13th council workshop agenda. Shirley asked James regarding the bus transit service and the budget for the service. James explained the need to reapply for the grant every year. The $60,000 grant is for operating expenses. There was discussion regarding payment of wages, job descriptions for bus drivers, invoicing from the Council on Aging, and the city's reimbursement from the State of Montana. Executive Review: 9 Discussion — Water rates/failure to provide notice to MCC Mayor Olson stated that Sam's letter addressed the issue. The council needs to voice ideas on how to go forward. There was discussion regarding scheduling a rate increase hearing, providing notice to the Montana Consumer Council, the need to focus on bulk water resale rates, the proper structure for the hearing, and the testimony given by city staff at the public hearing in December 2009. • Discussion — Proposal from Yellowstone Bank No new information has been received. • Council issues: o Asphalt Supply (Chuck Dickerson) Mayor Olson stated that Joe Gentri and MRL are waiting for toxicity reports regarding the contents of the product in the tanks. Cemetery Commission: • Cemetery sprinkler system — Roger Perkins Roger Perkins recently provided a quote for $67,000 to install a sprinkler system at the cemetery. The quote, which is only valid for eight days, does not include power. It would cost $5,000 for Roger to prepare plans and specs for the sprinkler system, for a total cost of $72,000. A contract is needed for Roger Perkins to go forward with the specs. Aquaneering would then bid the project after the advertisements are published. There was discussion regarding YVEC installing 3-phase power at this location, if YVEC will wait for the FAA's 60 -day approval period, and the sprinkler system project. Kurt will contact YVEC. Other items There was no discussion. Department Reports: Clerk/Treasurer Shirley asked department heads to contact her regarding anything that should be in the budget. 2 Department Head Meeting Minutes of July 6, 2010 Mayor Olson stated the need for department heads to review the CIP. There was discussion. A meeting was scheduled for Monday, July 19`h, at 1:00 p.m. for department heads to review the CIP. Fire There was no discussion. Ambulance Jan stated that the ambulance service did a fantastic job for the 0, of July events. Care 3 was hit on the back passenger side during the weekend, and Jan wants to make sure that the box is square. Officer Huertas was on the scene and a report will be forwarded to the city soon. Jan will get the forms and fill out a report for MMIA. Library • Roof replacement Nancy stated that the roof is done and the gutters and down spouts will be installed soon. Mark Guy asked Nancy if the library's wireless internet is turned off at night, as he recently found someone parked in the parking lot using the internet inappropriately. Nancy will unplug the wireless internet at night. • Status of City of Laurel's website The website is in progress. Nancy stated that $2.7 million in ARRA funds for broadband for Montana libraries will allow the library to get six new computers and funding for an additional part-time employee to increase hours at the library. Police Department Mark Guy stated that 174 calls were received during the 4`h of July weekend. Twelve calls were for fire and ambulance. City Planner • Various grants James had nothing new to report. • Historic Register The 90 -day review period is in progress. • Medical marijuana issue The zoning and business license aspects of the medical marijuana issue were discussed. Sam previously prepared and distributed copies of the Business Licenses and Regulations for the department heads to review and several blanks still need to be filled in. Discussion regarding the business license ordinance will be added to the July 13'h council workshop agenda. The council has suggested that another moratorium is needed in order to see what the legislature decides. Public Works Department • Construction of a storage building There was no discussion. Department Head Meeting Minutes of July 6, 2010 • Status of Main Street from 1St to 8th Avenues (Dorsey & Whitney) o CTEP / billing property owners The public hearing for SID No. 112 is on tonight's council agenda. If the council chooses, it must vote unanimously to place the resolution on tonight's agenda for consideration. • SE 4th Street — Meeting with property owners on July 8th o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID The meeting with the property owners is scheduled on Thursday, July 8th, at 8:00 a.m. Tractor Supply and Expert Lube need to be contacted, as they are under new ownership. This would be SID No. 113, and Kurt will contact Dorsey & Whitney after the meeting on Thursday. • Status of Wastewater Treatment Plant upgrade Kurt stated that the Elm Lift Station is being coated and the project is close to completion. A project report will be distributed to the council. The payout request for $107,000 was received today. The punch list for the facilities project is being reviewed and the one-year walk through period will begin. Great West Engineering will meet with Kurt, Bill and Mayor Olson on Thursday at 3:00 p.m. to report on Phase 2A2. • Water line across the bridge Kurt stated that the service line needs to be designed and installed. It has not been budgeted, but loan funds could be used as part of the water and sewer replacement project. • Cemetery update Concrete was poured around the light poles recently. Kurt stated that the cemetery looks clean and nice. • Neptune water meters Kurt explained that Northwest Pipe agreed to pay the city to replace water meters before 3:00 p.m. and will hire Nash Plumbing to replace water meters after 3:00 p.m. Sam and Kurt will prepare an agreement with Northwest Pipe. Northwest Pipe will then deal with Neptune and the city will not have to do so. Since meters will be read around July 10th, the city will find out if other meters have failed. Kurt would like the agreement in place by Thursday. • Cast iron pipe The line on Third Avenue is holding at this time. Kurt stated that the Chamber of Commerce and the fire department hired the American Legion baseball team to clean up Thomson Park after the 4th of July events. The city provided enough garbage cans for all events. The container site was open on Monday and garbage trucks were in service. Park bathrooms were locked at 8:00 p.m. during the weekend, and port -a -pots were used after that time. Kurt stated that the police reserves did a great job. 4 Department Head Meeting Minutes of July 6, 2010 Kurt found some luminescent paint that glows for four hours after dark. There was discussion regarding using the paint to mark some sidewalks. City Attorna There was no discussion. Mayor Olson • City's lease of railroad property on Main Street for various uses Mayor Olson and Bill talked to Joe Gentri regarding the city's lease of railroad property. Sam will review the contract. The lease property and renovations for a bus depot might need to be in the budget. There was discussion regarding the location and need for a bus depot. Mayor Olson suggested that the location should allow people to park cars and then ride the bus. James stated that LURA might be interested in developing a parking lot and doing facade improvements on the building. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Chad Hanson prepared a letter to the property owners, and Kurt will provide a copy for Mayor Olson and Bill. • Recycling program There was no discussion. Other Shirley stated that the rates need to be increased for the street lighting districts, as both funds are in the hole. There was discussion. Sam will review the statute. The meeting adjourned at 4:15 p.m. Respectfully submitted, Cindy Allen Council Secretary 5